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Legacy Transcript Colleague Build

Use this procedure when a transcript request comes in for a student whose record predates the current Colleague system.

Step 1 — Search for Existing Record

  1. If no record is found in Colleague, check for an old record in Laserfiche (search by name, DOB, or SSN).
  2. If not found in Laserfiche, check the Black/Blue books in the breakroom.

Vault Records

There are still some records in the vault that have not been scanned yet. For additional support, see Amber Stapleton.

Screenshot Placeholder

Screenshots of sample old transcripts are in the original Word manual. Add them here when available.

Step 2 — Build the Colleague Profile

  • Go to NAE and perform a name search.
  • If no record found → Click Add.
  • Add: Name, Social Security Number, Sex, Birthday.

Screenshot Placeholder

NAE entry screenshot is in the original Word manual.

ASUM / SHAP

  • ASUM: Drill into the first line on Acad Program.
  • SHAP: Follow the steps in the original Word manual screenshots.

Screenshot Placeholder

ASUM and SHAP screenshots are in the original Word manual.

DADD — Alternative IDs

  • Add the student's Perm. No. to Alternative IDs.
  • Add 000 or copy the "Student ID" from the Laserfiche metadata.
  • Type: CPERM

SPRO — Deactivate Academic Program

Important

Deactivate the Academic Program in SPRO before proceeding.

Screenshot Placeholder

SPRO deactivation screenshot is in the original Word manual.

Step 3 — TRRQ (Transcript Requests)

Info

Skip this step if the old transcript does NOT list a transcript request.

  • If more than two transcript requests are on the old transcript, only enter the first two to show that the student already used their two free transcripts.
Field Value
For transcript sent to another school ID/Name: name of school; use 1M or 1C
For "Personal" transcripts ID/Name: "Official Transcript" code; Deliv Method: 1X
Date Produced / Request Date Date shown on the transcript
No of Copies Number of copies requested on the transcript
Print Now NO
Comments Do NOT timestamp — leave comment: Build Laserfiche record 000(Perm. No.)

Screenshot Placeholder

TRRQ entry examples are in the original Word manual.

Step 4 — Add Colleague ID to Laserfiche

  • When the Colleague profile is complete, add the Colleague ID to the metadata of the old transcript in Laserfiche.
  • If the transcript order came from Parchment, add the Colleague ID as both the Verify ID and Unverified ID.

Step 5 — Email AR Technician

Email the AR Technician the Built Laserfiche Form along with the Laserfiche transcript so the old transcript can be merged into the student's Colleague record.

Important Restriction

Warning

Legacy transcripts can only be mailed or picked up in person by the student. If a request is made for an electronic transcript, cancel the order and leave the following note:

"The student has a record from before 1996. Hard copy transcript only. Please resubmit a mailed transcript request."